Annex A WebEx Manual

WebEx
Facilitator and Producer Guide

Annex A WebEx Manual

About the Guide

This Facilitator and Producer Guide have been developed to provide assistant to
individuals delivering an MFSP Europe on-line WebEx session. The Guide is designed
to use in collaboration with the MFSP Europe WebEx User Manual. The Guide provides
recommendations on the set up of an MFSP WebEx session and includes a template to
assist in organizing the delivery of the session content. It is assumed that the session
content has already been developed using the MFSP Europe power point presentation
template; and a session has already been scheduled as described in section 3 of the
MFSP Europe WebEx User Manual.
Facilitator Role
The Facilitators role is to guide and manage the session, inviting attendee participation
and ensuring the session objectives are met and that desired outcomes are achieved.
The Facilitator may be a sole or co-presenter. The facilitator handles the practicalities
and logistics of the session, including reserving a WebEx session date and time.
Producer Role
The Producers role is to assist the Facilitator and other presenters with the technical and
logistical functions of the session. In addition, the Producer ensures that outcomes,
actions and questions are properly recorded and actioned, and appropriately dealt with
during and after the session, as required. The Producer may be asked to be a copresenter for specific sections of the session.
Session Description
When scheduling your WebEx session, you will be given the option to include a Session
Description. A Session Description is a short statement written to inform the participant
of the session subject matter, approach and delivery. It is not meant to be a marketing
tool or course syllabus. You should consider the session objectives as you write the
session description. The session description should state the topic of the session without
repeating the title; identify any preferences, restrictions, or prerequisites of participants.
When writing the session description, use descriptive phrases and fragmented
sentences to provide a general overview of the session content. Avoid using vague or
repetitive words. Identify that the session is delivered on-line and if participants will
require any special connectivity functions such as a camera, etc.
Session Content
When developing your session content and participant pre-session information (if
applicable), it is important to ensure content accuracy and appropriateness. To ensure
appropriate content and degree of participant interactivity, you must first consult with the
MFSP Europe Regional Manager. The MFSP Europe Regional Manager will review
your session content and provide you with recommendations and guidance on further
developing and delivering your session.
Session Disclaimer
The following disclaimer is to be added to the beginning of all session content:
The Europe Military Family Services Program (MFSP) operates this WebEx site in
accordance with Terms of Service with Cisco WebEx. The recordings on this MFSP
Europe WebEx site are intended for the use of Canadian Forces members and their
families. The information compiled and presented in recordings on the MFSP Europe
WebEx site is for general information purposes only. Reasonable effort has been made
to prepare accurate and useful information for viewers. Neither the MFSP Europe nor

Annex A WebEx Manual

Military Family Resource Centres (MFRC) will accept any damages or liability arising
from the use of any of the services or organizations listed; referenced; or linked within
any of the recordings posted on this site. Any links to external sites within the recordings
are provided for information purposes only and do not constitute endorsement, express
or implied, by the MFSP Europe or MFRCs. It is each individuals responsibility to
research the information and resources given to assess their suitability.
Post Session Evaluation
When scheduling your WebEx session, you will be given the option to include session
materials. This is a great way to allow you to encourage the participants to complete a
Post Session Evaluation. It presents you with an opportunity to gather feedback from
participants quickly and easily. Post Session Evaluations lets you know immediately
what worked and what didnt; provides you with information to improve current
programming and to consider when developing future programs; shows participants and
stakeholders that you value their input and are committed to improving programs and
services; and allows you to gather information important to the MFSP accountability
reporting. For additional information on adding a Post Session Evaluation (session
materials), refer to section 3 of the MFSP Europe WebEx User Manual.
Pre-Session Checklist
A pre-session checklist is of use to a novice or experienced facilitator to identify key
elements to design and deliver an effective session. The pre-session checklist should
include (at a minimum):

Review and familiarize yourself with session content

Review the MFSP WebEx User Manual
Participate in Staff Introduction to WebEx session (if first time hosting a WebEx
session)
Review and prepare the Facilitator and Producer Guide
Schedule session and invite attendees (and presenters)
Sign in to the session at least 45 minutes prior to the official start time
Identify and confirm participants
Ensure the Host has granted all attendee privileges to participants
Load session slides/materials

Session Overview Template

The Session Overview Template is a quick reference tool, designed to assist you in
outlining your session objectives and the time required to deliver the information. The 6
pre-filled templates listed below should be core elements of your MFSP WebEx session
overview and form part of your MFSP WebEx session content. Additional templates
identifying the session content directly related to the session topic can be added as
required. The pre-filled templates include suggested scripts along with content reference
taken from the standard MFSP Europe WebEx presentation template.

Annex A WebEx Manual

Disclaimer

Content Reference

Objective
To inform participants of the MFSP Europe and MFRCs
release of liability.

15 minutes
prior to start of
session

Outcome
All participants are made aware of the disclaimer.

Facilitator
Script:

Producer
Task:

Transition to next slide Pre-sesion warm up

Facilitator script:

Annex A WebEx Manual

Pre Session Warm Up

Content Reference

15 minutes
prior to start of
session

Objective
The pre-session warm up will allow you to confirm
participants have joined the session and to keep them
engaged while you are waiting for others to join and to start
the session.

Outcome
All participants have joined the session and have been
granted appropriate attendee privileges.

Facilitator
Script:
Welcome and thank you for joining early.
Id like to draw your attention to the chat
feature. Please feel free to chat amongst each
other and check out the other tools under the
participants panel while we wait for others to
join us.
I will go into more detail about each feature
once we get started.

Producer
Task:

Ensure that participants can hear and be

heard via the phone line

Ensure participants can open and print

session documents

Ensure participants have been granted the

appropriate attendee privileges for this
session.

Transition to next slide Welcome & Introductions

Facilitator script: It looks as if everyone has joined us. Id like to now take a few minutes for
everyone to introduce themselves.

Annex A WebEx Manual

Welcome & Introductions

Content Reference

Objective
Facilitator welcomes all and invites participants to introduce
themselves.

5 minutes

Outcome
All participants have introduced themselves and Facilitator
has welcomed all.

Facilitator

Producer

Script (speaks first):

Let me first Thank you for coming and
welcome you to (insert session name).

Task:

Ensure that participants can hear and be

heard via the phone line

Im (insert name and title) and I will be your

facilitator today.

Ensure participants can open and print

session documents

Im joined by (insert Producers name) who will

be assisting me and you during todays
session.
(Insert producers name) would you like to say
a few words?
Great! Thank you (Producers name).
Im going to go down the participants list and
ask you to tell us your name, location and role.

Script (speaks when invited by Facilitator):

Welcome, if at any time during the session you
experience technical or logistical problems,
send me a private message in chat.
Task:
Type in chat: write me here!

Ill start with

Task:
Once everyone has introduced themselves move
onto next slide.

Transition to next slide Agenda/Objectives

Facilitator script: Great! Thank you and once again welcome to all! Lets now talk about what
you can expect from todays session.

Annex A WebEx Manual

Agenda/Objectives

Content Reference

Objective
Provide a general overview of session. Identify the length
of the session and what participants can expect to learn.

3 minutes

Outcome
Participants are aware of the session topic and what they
can expect to take away from the session.

Facilitator

Producer

Script:
Well spend the next ______ discussing (insert
session topic).
But before we get into that, Im going to spend
the next ______ minutes covering session
ground rules, and exploring the WebEx
environment and tools, including the
whiteboard.
And at the end of today session well take a
few minutes to reflect back on what weve
learned.
Does anyone have any questions before we
get started?

Transition to next slide Ground Rules

Facilitator script: Let me first begin by introducing some ground rules for todays session.

Annex A WebEx Manual

Ground Rules

Content Reference

5 minutes

Objective
Help to ensure a positive experience for the participants
and allowing them to begin to engage verbally.
Demonstrate your role as the Facilitator rather than a
lecturer or presenter.

Outcome
All participants agree to the ground rules.

Facilitator

Producer

Script (speaks first):

Task:

Ground rules set the platform for a positive online experience for all and ensure everyone is
aware of whats expected of them. Ive chosen
some ground rules for todays session. Please
read through them and use the green check
mark to let me know you agree with them.

Use your pointer tool to indicate the general

area of the check mark.

If, after 30 seconds, not all participants have

checked, say:

Task:

Script (speaks second): Almost everyone has

indicated they are done reading the slide.
Remember to give us a green check when you
are through.

Clear all check marks with the feedback

eraser under the participant list.

Script (after Producer reminds to use green

check):
Does anyone have any other ground rule they
feel should be added? Please raise your hand
if you do.
Task:

Task:

Use your pointer tool to indicate the general

area of the hand icon.

Following the Facilitator cues, add additional

ground rules as suggested by participant.

Choose participant suggested ground rules

and discuss.

Script: Thank you all for. Understanding the

online learning ground rules is important to
ensure a positive experience for all.

Transition to next slide WebEx Tools and On-Line Environment

Facilitator script: Id like to now give you an overview of the WebEx tools and on-line
environment.

Annex A WebEx Manual

WebEx Tools and On-Line Environment

Content Reference

Objective
To explain how to use the basic communication features of
WebEx and give participants an opportunity to practice.

10 minutes

Outcome
Participants have had a chance to explore the tools and
feel comfortable doing so.

Facilitator

Producer

Script:
As you can imagine, in the online environment
there is a lack of body language - however
there are plenty of tools in the virtual class
that can help replace it.
I am going to take the next 10 minutes to
explain in more detail the most common used
WebEx tools and features.
Ill introduce to you the Participant's Panel; the
features that make up the interactive
environment, including the feedback icons;
and then we will review the whiteboard and its
features. Youll have a chance to try out the
tools.
On the top right of your screen, you will see a
list of participants. This allows you to look
around the room to see who is there.
Beneath the list of names youll see a row of
icons.

Task:

Use your pointer to indicate the panel is to the

right side of their screen.

As features are identified on the screen use

your pointer to bring attention to them.

Transition to next slide WebEx Tools and On-Line Environment continued

Annex A WebEx Manual

WebEx Tools and On-Line Environment continued

Facilitator

Producer

Script continued:
Locate the hand-raise icon and raise your
hand if you wish it were Saturday!
You may raise your hand at any time you have
a question or wish to interject your own
thoughts and experiences during todays
session.
Next to the hand icon are a green check and a
red x. We use these to indicate yes or no.
Please let me know if you enjoyed your dinner
last night by clicking the green check for yes
or the red x for no.
Finally, a little further to the right, youll see a
smiley face emoticon and a drop down arrow
associated with it. You can express your
emotions by choosing one of the emoticons.
Why dont you choose one now?
Did anyone see the coffee cup? Stuff happens
and sometimes you have to walk away from
the computer. Its important that you let the
facilitator know that you are away. Otherwise,
if I call on you and you dont answer, I will
think that there is something wrong with the
technology and (insert producer name) will get
involved to help fix the problem.

Transition to next slide WebEx Tools and On-Line Environment continued

10

Annex A WebEx Manual

WebEx Tools and On-Line Environment continued

Facilitator

Producer

Script continued:
Great! Those are just a few ways that we
see your body language when in the online
classroom.
Now, Id like you to look in the lower right
corner of your monitor. Here is another tool
we use. Its the chat feature. You had a chance
to play around with the chat when you first
joined the session, so I wont spend too much
time explaining it, other than it works much
like instant messaging.
Youll see that (insert producer name) has
posed a question in chat. Please reply in the
chat area. To do this

Task:

Send a chat asking: What did you have for

dinner last night?

Task:

Explain Send To must be set to All

Participants

Make a comment or two about what

participants have written

Transition to next slide Session Content

Facilitator Script: Now that you are familiar with the on-line environment, lets move into why
you are here today, (session topic).

11

Annex A WebEx Manual

Session Content Slide Title

Content Reference

Identify time
required to
deliver
information

Be sure to use the

MFSP Europe
standard
presentation
template

Objective
Identify objective of the information being presented.

Outcome
Identify desired outcome of the information being
presented.

Facilitator
Outline Facilitator role, content delivery, and
script as in previous slides.

Producer
Outline Producer role, content delivery, and
script as in previous slides.

Transition to next slide Copy and paste table for each session topic slide you will be
presenting.
Facilitator script:

12

Annex A WebEx Manual

Wrap Up

Content Reference

5 minutes

Objective
Allow participants to express their thoughts and opinions on
the session. Address any pending comments or
information.

Outcome
All session content has been covered. Participants express
pleasure in participating in the session.

Facilitator

Producer

Script:
Id like to wrap up today by giving you a
minute to think about what youve learned in
the last (time). We call this an a-ha.
An a-ha is your first reaction to the session. It
can be positive, negative, or emotional.
It may relate to the content, the technology,
the organization, or your own experience.
Task:
Allow 1 minute
Choose 3 4 participants to ask questions
about their a-ha.
Thank you for sharing youre a-has. This
allows us to consider how we can improve this
and future sessions.

Task:

Type in chat:
Thank you for your active participation today
and please remember to take the evaluation
included in your invitation email.

Does anyone have any questions or comments

before we sign off?

Transition to next slide End Presentation

13

Annex A WebEx Manual

14